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Project Charter Light

Instructions

This is a simplified 1-page project framework for your first AI initiative. Complete it with your team during the kick-off session on days 1–2. The full version is available in the Project Charter.

Do it in 60 minutes

Schedule a structured session of 60 minutes. Treat each section in 10 minutes. Decision points that take longer than 10 minutes: note them as open items and move on.

Project: [Project name] Date: [Date] AI PM: [Name] Sponsor: [Name of client / executive sponsor] Version: 1.0

Section 1 — The Problem (The Why)

Describe the pain point you want to solve. Focus on the problem, not the technology.

What is the pain point?

[E.g. Customer service answers e-mails manually and takes on average 3 days, leading to complaints.]

What is the impact of this problem?

[E.g. 40 complaints per month; 2 FTEs spend 30% of their time on repetitive replies.]

What is the current way of working?

[E.g. Staff read e-mails in Outlook and manually type replies based on a FAQ document.]

Section 2 — The Solution (The What)

Describe in one sentence what you are going to build.

Solution concept (1 sentence):

[E.g. An AI assistant that summarises incoming e-mails and drafts a reply, which a staff member approves before sending.]

Collaboration Mode (choose one):

  • Mode 1 — Instrumental: AI as a tool (e.g. automatic sorting), no interaction with end users
  • Mode 2 — Advisory: AI makes a suggestion, human decides and approves (recommended for Explorers)
  • Mode 3 — Collaborative: Human and AI work together as equal partners
  • Mode 4 — Delegated: AI executes autonomously, human monitors exceptions

Start low

When in doubt: choose one level lower. Mode 2 is the safest starting point for a first prototype.

Section 3 — Team & Roles

Role Name Time commitment
AI Project Manager (AI PM) [Name] [e.g. 50%]
Developer / Tech Lead [Name] [e.g. 80%]
Domain Expert [Name] [e.g. 20%]
AI Guardian (optional) [Name or "N/A"] [e.g. 10%]
Sponsor [Name] Review on day 21

Section 4 — Scope

In scope (what we do):

  • [E.g. Prototype processes incoming e-mails from the mailbox "customerservice@org.com"]
  • [E.g. Prototype generates draft replies in English]
  • [E.g. Prototype is tested on 20 historical e-mails]

Out of scope (what we do NOT do in these 30 days):

  • Automatic sending of e-mails (human always approves)
  • Integration with CRM system
  • Multi-language support
  • GDPR compliance audit report (follows in the Builder phase)

Section 5 — Risk & Compliance (Summary)

Based on the Quick Risk Pre-Scan. Complete this after days 3–4.

Risk score Pre-Scan: [ ] Green [ ] Amber [ ] Red

EU AI Act category: [ ] None/Minimal [ ] Transparency obligation [ ] High Risk

Contains personal data: [ ] Yes — privacy measures: [describe] [ ] No

Hard Boundaries (what the system NEVER does):

  • [E.g. The system never automatically sends communications without human approval.]
  • [E.g. The system never provides financial or legal advice.]

Section 6 — Success & Planning

Definition of success on day 21:

[E.g. Prototype processes 20 historical e-mails with ≥ 80% quality score on domain-expert-reviewed draft replies.]

Gate 1 Review date: [Date, approximately day 21 from start]

Go/No-Go criteria:

Criterion Threshold Measured on day
Quality score Golden Set ≥ 80% Day 16–17
Prototype runs stably 0 crashes on 20 cases Day 16–17
Sponsor is convinced Subjective judgement Day 21

Approval

Role Name Date Signature / E-mail confirmation
AI PM [Name] [Date]
Sponsor [Name] [Date]

Next Steps